Unit introduction - Getting Started with spreadsheets

A spreadsheet is a computer program that can be used to organise, analyse, sort and graph data.  The user can input the data or the data can be copied from other sources.  They can perform calculations quickly and reliably and can handle large amounts of data.

There are natural curriculum links with other subjects particularly in the areas of Maths, Science (e.g. recording, analysing, graphing results of experiments) and Geography or even P.E (e.g. weather or performance data).  There are also opportunities to talk about careers and to understand that spreadsheets can be used by a wide range of professions, not simply financial.  

During this unit of work the pupils will work in spreadsheets that they create themselves using Microsoft Excel. 

 

Making a copy of your teacher demonstration spreadsheet

Before the lesson, open ‘Demonstration Spreadsheet activities’. This is a Google spreadsheet, so if you are planning on using Microsoft Excel for your lesson, open the link and download a copy of the spreadsheet as an Excel File.

File > Download > Microsoft Excel.

 

 

You can then open this in the lesson with the desktop version of Excel, or upload it to your OneDrive and open it with Excel in your Office 365 account.

In OneDrive, select Upload > File and browse for the file.

 

 

Making a copy of the activity sheet

All of the activities across the weeks are set out for the students in the Activity Sheet. This is a student workbook for the unit.  There are a number of tasks to complete individually, peer assessment opportunities, questions to think about and reflect back in class time.

The Activity Sheet can be given to your pupils in different ways

• Storing a PDF version on your school’s network so that the children can access each the document each week
• Sharing the document with your class via OneDrive, Teams or via school email.

To download a copy, click ‘File’ and then choose ‘Download’ and then ‘PDF document(.pdf)’ from the menus that appear,

 

 

Find the downloaded document and store this on your network in a folder that your students can access, or upload it to your Office 365 account to share with them if you prefer. 

 

Lesson 1 introduction

Begin by finding out if anyone knows what a spreadsheet is or if they have used one before, some children may be familiar with them due to family use through work. Do they know the names of spreadsheet software? (Microsoft Excel and Google sheets are the most common examples).  Gather answers, which could include collecting financial information, planning work, organising information.

The following link will take you to a Google Search

Who would use a spreadsheet and why?

The three most common general uses for spreadsheet software are to create budgets, produce graphs and charts, and for storing and sorting data. Within business spreadsheet software is used to forecast future performance, calculate tax, complete basic payroll, produce charts and calculate revenues.

Show them a spreadsheet from Microsoft Excel or similar. Libre Office is a great free suite of office programs if needed, Calc is their spreadsheet tool).

 

Microsoft Excel

 

Ask: does anyone know any of the features of a spreadsheet or can explain or suggest how they might be used?

Do they recognise any familiar software icons from other packages or can they spot different icons? E.g. similar icons / menu options might include File, undo, print, text editing options 

New icons that children might mention could be

 

 

Move around the spreadsheet and using the appropriate vocabulary, identify the special features of the software that make it different from Word or a drawing package.

Click in a cell to highlight it and ask the children to identify the cell reference

e.g.

= C6

 

Repeat a few times asking the children to name the cell reference each time.

 

Demonstrate highlighting several cells at once both across rows and columns.

 

   

 

Show the class where to find the Activity Sheet.

 

 

Note - This will differ depending on how the Activity sheet was shared with the pupils. If it is on the school network, show the pupils how to access that shared area. If Otherwise show the pupils how to access it from either their email, OneDrive, Teams etc.

 

Main tasks

Tasks 1 and 2

Give them time to Complete task 1 and 2.  Here they are asked to create a folder for their work in their OneDrive. If your class are working offline, they could do this in their Documents folder, or on your shared area, depending on what's best for your school setup. They are then asked to create their first Excel spreadsheet and get used to identifying cells by colouring different cells different colours using the fill tool. 

Then spend some time reviewing the questions at the end of Task 2.

 

Task 3

Ask the children to move onto task 3, experimenting with adding different types of data into cells, after a few minutes ask them what do they notice about how different data is displayed in the cells?  

Open your Excel copy of ‘Demonstration Spreadsheet activities’.

Open the Tab ‘The number 21’ and check that you have clicked in a cell in a row below row 1. 

 

 

Ask the children what do you notice? what can you predict about the contents of each cell A1-D1?

Remind the children that each cell can contain the following data:

• individual numbers 1-9
• 2, 3, 4 digit numbers and bigger e.g. 56398
• individual letters a-z, lowercase and uppercase letters
• words, phrases, whole stories

 

But they can also contain formulas that can manipulate data! 

 

Click in cell B1 - look at the formula bar.  Was this expected?

 

 

Ask ‘What will we see if I click in A1?’

After you have gathered suggestions from the class click in A1 to see the answer.

 

 

Repeat with cells C1 and D1.

 

Did the class notice anything unusual? While the cells all displayed 21, the formula bar shows different formulas, all of which make 21. What do you notice about the way the formulas are written? (= before the calculation, * instead of x, / instead of ➗ ).

Explain how to make each of these symbols using the keyboard (* shift plus 8, / question mark key without shift).

Ask - Can you suggest other formulae for cells in row 1?  E.g. 23-2

Demonstrate entering the formula that would give an answer of 21, make sure to point out that

• = must be entered first
• + is typed when ‘=’ and ‘shift’ are pressed at the same time
• -  is next to the ‘+’ ‘=’ key
• / is used instead of ‘’

 

Task 4

Ask the children to choose a number between 1 and 10, then on their spreadsheet write a different calculation in cells A1 - D1 using a different operator for each.  The total should always be their chosen number. 

Here the focus is on creating accurate formulae.  When the pupils are confident in creating a working formula and finding the appropriate keyboard keys, then extend the complexity of numbers.  

 

Saving your spreadsheet

Show the children how to save (rename) their sheets.

If they are working in Office 365, click the 'Book - Saved' dropdown in the top left of the screen and rename the workbook. This will automatically save into OneDrive. 

 

 

 

Alternatively

• Click File > Save As > Save As > Rename the Book ‘Child’s name Spreadsheet activities’
• Choose where you would like the children to save their work